The National Association of Colleges and Employers (NACE) identifies communication as one of eight career ready competencies most desired for employers for college graduates entering the workforce. It is defined as a clear and effective exchange of information, ideas, facts, and perspectives with individuals inside and outside of an organization.
Professional Communication is a way of conveying information that pays close attention to the practice of communication within professional contexts or settings. It is used for multiple purposes such as networking correspondence, letters of recommendation, e-mails to professional contacts, interviewing, business cards, as well as outward messages used to convey information to the public or other unfamiliar audience.
How to Craft Your Written Communication
When thinking about creating a message using professional communication, think about:
- WHO are you communicating to?
- WHAT subject do you want to communicate?
- WHY do you want to communicate this subject?
- HOW can you create a meaningful message?
Emails
When using email in your professional communication, keep these tips in mind:
- Include an appropriate subject line and greeting. Use titles, even if you know the individuals well, because your contact might forward your correspondence to others during the decision process.
- Identify who you are and why you are contacting them.
- Keep your email concise, using correct grammar, spelling, and punctuation.
- Include your contact information in your signature.
LinkedIn contacts are a resourceful way to connect professionally with alumni and other business-related acquaintances. When using LinkedIn messaging in your professional communication, keep these tips in mind:
- Keep your message brief (one paragraph or less).
- Introduce yourself! Include your name, university, and what you are studying
- Explain what you want to accomplish and why you want to contact them.
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Written forms of communication and guidelines
- Accepting or declining Offers
- Career conversations and informational interviewing
- Career fair follow-up message
- Outreach for potential graduate school advisor
- Request references
- Thank you notes
- Undergraduate research - self initiated outreach
How to Craft Your Verbal and Non-Verba Communication
Verbal communication
Verbal communication can be face-to-face, over the phone, and via Zoom or other electronic platforms. Some verbal engagements are informal such as chatting with a friend over coffee or a co-worker in the office kitchen. Others are more formal such as a scheduled meeting or presentation. Regardless of the type, the delivery of your message may be most recognized based on your intonation, pitch, and cadence.
| Do | Don't |
| Speak clearly and confidently | Mumble or speak too quietly for your audience to hear |
| Consider using a microphone if appropriate for the setting | In formal settings such as presentations or interviews, avoid extraneous or informal language such as filler words "like, um, so..., yea" |
| Be aware of your tone of voice | Increase the pitch of your voice at the end of your sentence unless intended. It will make your statement sound like a question. |
| Speak at a slower pace than you might naturally | Speak too quickly |
| Evaluate the formality of your audience and the setting. Adjust your communication style accordingly |
|
| Practice! |
Non-verbal communication
Non-verbal communication entails the messages communicated to others through body language or facial expressions and accounts for 55% of communication. It is critical to stay aware of what you may communicate through non-verbal cues and what they may intentionally or unintentionally convey.
Examples include:
- Eye contact
- Facial expressions
- Hand movements or gestures
- Handshake
- Posture
Verbal and non-verbal forms of communication and guidelines
- Accepting or declining offers
- Career conversations and informational interviewing
- Elevator pitch or personal introduction
- Request references
Communication Generated from Artificial Intelligence
Can I Use ChatGPT or another form of AI for Professional Communication?
Short answer: Yes. However, we strongly recommend that you consider AI-generated responses as incomplete. Use these tools as a guide to help you craft a response, then edit and revise them to ensure they sound like you and accurately represent your intended message!